EASTERN VIRGINIA MEDICAL SCHOOL HUMAN RESOURCES POLICIES AND PROCEDURES

Transcription

1 POLICY The nature and mission of Eastern Virginia Medical School dictate that services are provided on a continuing basis without interruption due to inclement weather. In extreme weather conditions, the President of EVMS or his official designee may make the determination to close the medical school. Such decisions will be announced on local television and radio stations and posted on the EVMS web site. A message will also be sent via the EVMS text messaging system. Depending on the severity of the weather conditions, the school may close to any of the following extents: Open, but student lectures delayed (Students/residents on clinical rotations report to their clinical rotations on time. No student lectures before 10:00 a.m. - full class schedule after 10:00 a.m.). Close the school completely (No student lectures, no clinical or resident operations in EVMS facilities. Students/residents assigned to non-evms facilities follow policies/procedures of the facilities). If EVMS is open, but an employee is unable to make it to work, he/she may use available vacation leave, with supervisor approval. Because of the need for continuity of essential services, the Medical School must designate employees whose presence is essential, and therefore, cannot be excused from work during inclement weather or other emergency conditions. Emergency conditions mean circumstances that may expose employees to harmful or unsafe conditions. In addition to this policy, each department should have an inclement weather and emergency plan to meet its specific needs, such as staffing, relocation of files, protection of equipment and preservation of required services. It is the responsibly of the department head to determine by job class, title and/or name Page 1

2 those employees whose presence is essential during inclement weather or other emergency conditions. Supervisors should inform employees at date of hire whether or not they are deemed to be essential personnel. The employee s job description should also state if the employee is deemed to be essential personnel. The department head may designate an entire department as being essential. During inclement weather or other emergency conditions, designated employees must report to work and come prepared to stay, i.e., three to four days. Employees already at work can be required to stay and persons can be called back to work until the emergency is over or they are relieved by other staff. It is required that designated employees provide their supervisors with current telephone information for contacting them during inclement weather or other emergency conditions. Designated employees who fail to comply with this policy will be subject to disciplinary action up to and including termination and/or loss of pay for the days the employee was absent. For those essential personnel who are called in and who do not wish to leave members of their household alone, arrangement will be made to house them on campus. PROCEDURES I. Communicating EVMS status in the event of inclement weather Should weather conditions be so extreme that the President makes the decision to close the school or to delay student lectures and/or the EVMS Health Services Chief Executive Officer makes the decision to close the clinical activities, the Director of Physical Facilities is instructed to communicate the decision. The following chart outlines the methods used for communicating the school and EVMS Health Services status in the event of inclement weather: Page 2

3 Status Open Open, but student lectures delayed (student/residents on clinical rotations report to their clinical rotations on time. No student lectures before 10:00 a.m. full class schedule after 10 a.m.) Announcements No announcements will be made. 1) A message will be sent to all EVMS student accounts informing students that classes scheduled before 10 a.m. are cancelled and classes starting at 10 a.m. or later will convene as scheduled. 2) Message will be posted on the home page of the EVMS website ( the EVMS Health Services website ( and on the recorded message for the EVMS main telephone number ( ). 3) Message will be sent via EVMS text messaging system.4) There will be NO announcements on radio or TV. Students are responsible for checking their , text messages, the EVMS website, or calling the main number to determine school status. Page 3

4 Close the school completely (No student lectures, no clinical or resident operations in EVMS facilities. Students/residents assigned to non-evms facilities follow policies/procedures of the facilities). All essential personnel must report 1) Announcements on radio and TV will indicate EVMS Closed. Essential personnel must report. 2) Message will be posted on the home page of the EVMS website ( the EVMS Health Services website ( and on the recorded message for the EVMS main telephone number ( ). 3) Message will be sent via the EVMS text messaging system. II. Decision to Close Early Made During Working Hours 1. The Human Resources Department notifies all departments, via telephone, as to the closing time. 2. In addition, a broadcast is sent to all EVMS employees and students and notice is posted on the EVMS web site. A message is also sent via the EVMS text messaging system. 3. When appropriate, the Office of Marketing and Communications will contact the media for closing notification. III. Employees Required to Work During School Closing 1. Hourly (non-exempt) employees who have been deemed essential personnel by their Departments and are required to work when EVMS is closed due to inclement weather will receive their regular pay for hours that the school is closed plus the hours actually worked. For example, if the school is closed for an a full business day Page 4

5 (Eight (8) hours) and an employee works five (5) hours that day the employee will be paid for 13 hours ( Eight (8) hours closed plus five (5) hours worked). 2. Hourly (non-exempt) employees who work overtime as a result of inclement weather or other emergency conditions will receive regular pay for hours that the school is closed and overtime pay at a rate of one and one-half times the rate of their regular pay for hours worked. 3. Salaried (exempt) employees who have been deemed essential personnel by their Departments and are required to work when EVMS is closed due to inclement weather will receive their regular pay for hours that the school is closed plus compensatory time for hours worked. IV. Employees who are on a paid leave during school closing 1. Eligible employees (see Policy 1.10) who were normally scheduled to work during the closing will receive their regular pay for the time missed. Employees scheduled for vacation or who are on medical leave will still be charged for vacation/sick leave, not inclement weather. V. Decision to Cancel Evening Classes and/or Other Functions 1. The Director of Physical Facilities will notify the Dean/Provost, or his official designee, by 3:00 p.m. if possible, that evening classes will be cancelled. The Dean/Provost, or his official designee, will notify the students. In addition, a message will be sent via the EVMS text messaging system. 2. For special functions or events, the Director of Physical Facilities will notify the Office of Marketing and Communications. Page 5